Applications are invited for the following position within the

PATIENT SERVICES DEPARTMENT in the Rotunda Hospital

Ref No: 2025/67 Grade IV Administrative Assistant Admission/Reception

Permanent, Part Time

Shifts are based on a 4 week rota of 8 x 12 hr night shifts

The Patient Services Department provides front line receptionist and administrative support to ensure the smooth operation of scheduled and non-scheduled patient appointments. We are also responsible for the admissions of all patients and management of their medical records and information. The Grade IV Receptionist will ensure an effective, efficient & accurate delivery of service to all stakeholders.

The Successful Candidate Will Have

• Excellent organisational skills and attention to detail
• Excellent written and verbal communication skills
• Proven customer service skills including telephone techniques
• Proven IT skills & flexibility
• Proven team work attitude & flexibility in working schedule essential
  
  

Key Responsibilities & Accountabilities

• Assist in the smooth running of the reception/admissions area and Emergency & Assessment unit to include administrative support.
• Supervise staff under your remit and as appropriate to the Job outline of the post.
• Supervise administrative duties, procedures and practices which are undertaken by staff in area of responsibility.
• Deal with operational activities under the general direction of the Grade V and deputise for the Grade V as required.
• Act as co-ordinator of the admission/reception area to include assisting with staff rosters: plan, organise and co-ordinate cover for colleagues and co-ordinate leave as requested.
• Assist in the orientation and training of staff as required to enable them to undertake their duties in an efficient and effective manner
• Promote and maintain best practices throughout the area to ensure a high quality customer service is continually delivered.
• Monitor work practices of staff under your remit and implement corrective action as required.
• Activate and monitor emergency call out procedures for medical teams , intensive care and support personnel in the event of medical emergencies
• Expedite admissions to the hospital both elective and emergency admissions including assessing patient eligibility.
• Ensure data quality of staff under your remit on all hospital databases.
• Implement changes in service requirements in accordance with departmental guidelines
• Track all healthcare records given into your care in line with hospital policy.
• Provide a positive and friendly service in the Admissions/Reception area and Emergency & Assessment Unit to all customers both internal and external.
• Motivate and support staff in area under your remit to ensure section’s goals.
• Deal with employee relation issues in the first instance.
• Monitor and maintain office equipment and supply inventory
• Communicate effectively both orally and in writing to appropriate parties
• Provide a handover to the staff coming on for the next shift including outstanding tasks, bed management & admission update as necessary.
• Provide locum cover for departmental administrative staff as required
• Work on own initiative and meet agreed deadlines
• Attend training as required to undertake this role
• Other duties appropriate to the post as assigned from time to time
  
  

All informal enquires in relation to the above should be directed to Jacinta Core, Deputy Patient Services Manager at [email protected].

Applications should be made via the online platform and should include a current Curriculum Vitae and cover letter.

Closing Date: 2nd June 2025

ONLY SHORTLISTED CANDIDATES WILL BE NOTIFIED.

Please Note: Line Managers must bring this notice to the attention of all relevant staff within their Department, including any staff on leave i.e., Sick, Maternity, Annual, Parental, Carers, Unpaid, Career Break, Flexible Working Time Arrangements and Secondment.